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Permanency of Images-Storage-Retention

It is the responsibility of the Clerk to test for microfilm produced through this process to the standards contained within Administrative Rule 6.

The scanned images will be converted into microfilm in accordance with Administrative Rule 6 (D), as amended effective 1 January 2005, in order to insure permanency.

The storage medium (microfilm) is required to be silver-halide silver gelatin film, which is also the camera negative and complies with the standards laid forth under Administrative Rule 6 for documentation, legibility and permanency. The film, being considered the original and formal copy of these now scanned documents, should be stored away from all other copies and CDs for permanency reasons. These may be sent to either the Indiana State Archive or retained within the County as long as the environment is secure and has appropriate climate control and accessibility standards for easy retrieval of the media.

Original documents, if not destroyed, are to be either transferred to the State Archives or to a secure and qualified location having appropriate climate control and accessibility for retrieval and to insure permanency of the media. This could be located on premises, the local Public Library, or at a site that has the necessary means to store information for the long term. Form(s) must be filed with and permission granted by the Division of State Court Administration before specific documents can be destroyed or transferred. Please refer to Administrative Rule 7 for these guidelines.

The Clerk or staff designee will oversee the entire operation, from the selection and preparation of records, to the transmittal of prepared documents to the microfilm and scanning department, to the outsourced vendor, as well as internal operations for the scanning of the documents, to the conversion of the scanned images to microfilm, and the testing of the microfilm to ascertain proper scanning and microfilm standards.

If scanning is being done by an outsource vendor, the documentation supplied to the Clerk when entering into a contractual agreement will indicate the process being used and that it should clearly state that the vendor will adhere to Administrative Rule.

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